CLEANING_CABINS_-_DCSP_-_2026.pdf

CABIN CLEANING SERVICES

David Crockett State Park

23 Crockett Park Road Lawrenceburg TN, 38464

(931)-903-2323

SCOPE:

This contract is for as-needed cleaning services of the seven (7) cabins at David Crockett State Park, 1400 West Gaines St., Lawrenceburg, TN 38464. An on-site, pre-bid meeting will be held on February 12, 2026, at 2:00 PM (CST) in Cabins 6 and 7, for prospective bidders. This meeting is optional, but bidders are encouraged to attend. Bidding will be on a per-cabin, per cleaning rate. Two Rates are needed: one for routine cleaning and one for special monthly cleaning, as described below. This contract will be valid from 1 April 2026 until 31 March 2029.

DELIVERY TIME:

Cabin Guest check out is at 10:00 A.M. Units will be ready to clean by 10:15 A.M. All units scheduled for arrivals must be clean before 3:00 P.M., as check-in is at 3:00 P.M. This means the contractor shall have the personnel, equipment, and supplies to clean all seven

(7) cabins fully within the five (5) hours allotted. The cleaning schedule is subject to change at any time to allow for guest reservations and walk-in arrivals. A representative must be available to receive such notifications at all times. The chosen vendor and Park Manager will determine the method of communication for this requirement. The Vendor must be available all weekdays, weekends, and holidays. No exceptions will be permitted.

DAMAGES:

The contractor shall be responsible for all damages to state property that occur due to the contractor’s or their employees’ actions, negligence, theft, or loss. The expense for such incidents will be deducted from the monies due to the contractor. The State reserves the right to pursue claims for damages through all legal remedies available to the State. Any damages shall be reported immediately to the Park Manager and the Park Office. An incident report will be completed by the Park Manager or the Ranger on Duty and submitted through the Tennessee State Parks Incident Reporting System (RMS).

SAFETY:

All vendor staff must wear a visible photo I.D. tag or uniform provided by the vendor while on site. The contractor is required to provide all necessary safety training, supplies and equipment to their employees. The vendor will be required to meet all State and Federal regulations regarding their employees. All transportation will be at the vendor's risk. To maintain the safety and security of our staff, our equipment, and our supplies, all staff rooms and guest rooms will be closed and locked when not in use, and all lights will be turned off.

INSURANCE:

The awarded vendor will be required to provide proof of insurance, meeting all state requirements, before work begins. Such insurance will be required to remain in place throughout the duration of the contract. Sample is attached.

INVOICING:

The standard payment terms of the State of Tennessee are Net 45 days. The vendor may submit an invoice monthly for payment. The invoice should be emailed to DavidCrockett.Park@tn.gov for processing.

SUPPLIES:

All cleaning supplies will be provided by the vendor. All cleaning solutions must be industrial-strength solvents that will not damage the surfaces they are used on. Cleaners used in the kitchen and bath areas must include sanitizing properties. All chemicals being used in the cabins are required to be approved by the Park Manager. No outside or unauthorized chemicals are to be used. Chemicals will not be combined or put into unauthorized containers. Chemical bottles will be labeled, and only those chemicals will be put in that bottle. Chemicals are only to be used on the equipment, furniture or material type they are designated for. All chemicals must be stored in authorized storage areas and should never be left in guest view or where a guest can utilize them. Damaged bottles, sprayers, or equipment should be replaced immediately.

Stock supplies provided by the park include: trash bags, recycling bags, linens, paper products, and soaps.

LINENS AND LINEN OPERATIONS: All linens are stored in a designated storage facility.

The designated storage facility is expected to be organized and uniform so that the vendor and Park Staff can easily find supplies needed for the cabins. The vendor will be responsible for sorting all clean linens from bags to their designated place, collecting the appropriate supplies into transport baskets, and transporting them to the cabins to be cleaned. Linens and transport baskets are expected to be restocked and cleaned at the end of each workday and set up so that the vendor is prepared for the next day’s tasks.

All dirty linen will need to be bagged and transported to City Cleaners laundry facility for washing. Clean linens that are waiting at City Cleaners will be transported back to the storage facility and sorted.

As needed, the vendor will restock the Park Office linen supply area with clean linens from the storage facility when checking in or out for the day. The vendor will also restock the Park Office with the bag labelled “Park Office” from City Cleaners. The vendor will pick up any dirty linens from the Park Office and take them to City Cleaners with other linens.

DAILY ROUTINE:

BEFORE GOING TO THE CABINS: Vendor staff must sign in at the office at the beginning of every shift. A cabin schedule will be available to show which cabins need to be cleaned and in what order they will be needed. Vendor will then get supplies and transport baskets from the linen storage facility and begin cleaning the cabins.

AT THE CABINS: Upon arrival at each cabin, the vendor will inspect all areas for damage, missing items, or excessive messes. If encountered, the Park Office must be notified immediately, and photographic evidence collected. The vendor can send photographs to the Park Office iPad. Any maintenance issues on the checklist need to be reported for our staff to remedy (Light bulbs, slow drains, leaks, etc.). Any items left by previous guests must be taken to the Park Office, and a lost and found ticket must be completed.

Undergarments and hygiene items, including personal pillows, will not be accounted for or stored and will be immediately thrown away. For items that are claimed by the guest, arrangements will need to be made for pickup, or they will pay for shipping prior to the item being mailed to them.

CLEANING OVERVIEW:

Check thermostat and reset to 68 degrees, if necessary.

Make sure the gas fireplace is off.

Sweep front porch, sidewalks, deck, and stairs. Use a water hose if necessary.

Remove spider webs from the porch, deck, and stair areas.

Empty all garbage cans into the main can. Empty all recycling receptacles. Place clean liners in all garbage cans and wastebaskets and new recycling bags in receptacles. Clean garbage cans, wastebaskets, and recycling receptacles as needed. Garbage and recycling will need to be placed outside by the road.

Dust all blinds and pull them open. Clean all windows and windowsills; windows should be locked. Clean the backdoor windows inside and out.

Check for spider webs throughout the cabin and remove. If light fixtures are dirty or full of insects, remove and clean. All pest control issues or concerns should immediately be reported to the Park Office for review and action.

Clean all door handles inside and out.

Check for stains on the carpet and use spot remover, if necessary.

Check the sleeper sofa and chair cushions for stains and use spot remover, if necessary.

Dust all air vents. Do not remove the actual vent.

Dust/clean all ceiling fans and baseboards.

Dust all furniture, bed frames, picture frames, lamps, TV’s, etc.

Spot clean walls and doors, as needed.

Vacuum all carpeted floors (vacuums are provided).

Sweep, mop (use only a damp mop, as excessive water will damage floor), and sanitize all non-carpeted floors.

BEDROOMS:

Remake all beds with clean linens (used or not).

Check mattress covers, mattresses, pillows, and blankets for cleanliness. If they are dirty, replace.

Place blankets in the bottom left drawer of the dresser. (1 in master bedroom & 2 in

2nd bedroom) There should be 1 blanket in the closet of the 2nd bedroom for the sleeper sofa

Check the sleeper sofa bag. It should contain a set of clean bed linens.

Check the closet and replace hangers, if needed.

Place the laundry hamper in the closet

BATHROOMS:

Clean & disinfect shower, tub, sink and toilet.

Clean the mirrors.

Stock the towels and washcloths. In each bathroom, there will be 4 bath towels, 2 hand towels, 4 wash cloths, and 1 bathmat.

Restock supplies. Be sure that there is 1 “newer” toilet paper roll on the wall spool, and there should be 1 toilet tissue under the sink. A hair dryer is mounted on the wall. Vendors will make sure the hair dryer is working.

Check re-fillable shampoo/conditioner/body wash bottles and refill if necessary.

GREAT ROOM:

Move furniture to original setting and spot clean as necessary.

Clean under couch, tables, and chair.

On the coffee table, a Conservationist magazine will be placed along with the TV remote and TV instructions.

KITCHEN AND DINING AREA:

Check contents against inventory totals.

Re-Stock items: garbage bags, oven pans, sponge pads, dish liquid, and dishwasher tablets.

Unload the dishwasher and return all items to their appropriate cabinet or drawer.

Check the oven and wipe it down; if it is needed, start the self-cleaning cycle (turn off before leaving).

Clean and disinfect table, chairs, bar, barstools, counter-tops, and sink.

Clean the refrigerator and freezer. Place any items that are left in the refrigerator in the garbage.

Clean the stove, microwave, toaster, coffee maker, and dishwasher.

Check dishes, silverware, and cooking utensils for quantity and cleanliness, rewash if necessary.

Wipe down the cabinets. Clean inside the drawers and cabinets, if necessary.

PET FRIENDLY CABINS: There three (3) designated pet-friendly cabins (1, 2, and 6), but management reserves the right to allow other cabins when all pet friendly cabins are occupied. This will be entered into Itinio and will be identified by the Park Office staff as a pet friendly room, therefore requiring the additional cleaning responsibilities detailed below.

FLOORS & CARPETS:

Vacuum all carpets, rugs, and upholstered furniture thoroughly.

Dust and vacuum vents and filters to reduce allergens.

Use a HEPA vacuum for allergen control.

Steam clean carpets and rugs to remove stains and odors.

Mop hard floors with pet-safe disinfectant.

UPHOLSTERY, FURNITURE, & LINENS:

Lint roll or vacuum furniture to remove pet hair.

Spot clean any stains or drool marks.

Apply deodorizer to cushions and fabrics.

Replace any damaged or heavily soiled items.

ODOR CONTROL:

Open windows for ventilation.

Use enzyme-based cleaners on urine or organic stains.

Place odor-neutralizing products (e.g., baking soda or pet-safe sprays).

WALLS & BASEBOARDS:

Wipe down walls and baseboards for dirt, scratches, or drool.

WHEN CABINS ARE CLEANED: Text the Park Office iPad and notify them as each Cabin becomes clean and ready. All doors should be locked once the cabin has been cleaned. All interior lights should be off, and the front porch lights and number illumination light should be left on. Take all dirty bed linens back to City Cleaners and pick up clean linens to return to the linen house. Turn in all lost & found items and checklists to the office and sign out.

MONTHLY CLEANING:

The monthly additional cleaning as described below will be bid as a separate per cabin, per cleaning rate. This deep clean will occur the first week of each month. These items on the checklist should be completed in addition to the regular cleaning. A separate checklist will be provided and should be turned in to the Park Office when this is completed.

Clean behind/under refrigerator, stove, beds, and furniture.

Flip and turn the mattresses.

Wash the exterior windows.

*Changes may be made at the discretion of Park Management.

Park Contacts:

Ann Paley, Park Manager:

931-903-2323; 931-287-7063

Colton Garner, Park Ranger:

931-244-3528

Ramona Hogan, Account Clerk:

931-903-2323, ext. 102